When you first click on the Attendees Panel, you'll see a blank Attendee record screen, with sections for Contact details and other modules. Once you select an attendee (via the Search, or the Recent and Pinned Records section), these will be populated with an individual attendee's information.
Within each attendee's record, you can manually manage and edit their details within various modules: Registration, Accommodation, Travel and more.
If this particular attendee is also involved in other aspects of your event, such as Presentations (they're a speaker, or reviewer); Exhibitions, Sponsorship, CE courses etc, then you can also see (and usually add or edit) bookings, information, payments, and more for this attendee for those modules.
Sections of the Attendees Panel
- Recent and Pinned Records - whenever you're working on a record, it will appear in the Recent list on the left side of the screen, in the order selected. You can also "pin" a record to the Pinned section. While viewing a record, by clicking on the Pin Icon
next to the attendee name, it will be "pinned" or displayed in the Pinned list on the left side of the screen. - Scrolling Records - once you have created your first search, attendee records are displayed. To quickly flip through the attendee records, you can click on the
forward/backward scroll buttons located on the top right of your window. - Add Contact - selecting this option will let you create a new attendee record directly within this panel. This will be a common task in situations where your attendees are not able to register online in the Interactive Registration process. You may decide to offer fax, mail or even phone registration services, depending on the nature of your event and make-up of your attendee group.
forward/backward scroll buttons located on the top right of your window.Action Buttons
Action buttons give you quick access to important tasks and functions when you are managing Contacts.
The Action Buttons you can from an Attendee Record screen are:
| Search provides you with a quick search feature across all modules and records within EventsAir. When you click on the Filter icon, you can filter across all modules, and the fields contained within each. Your results are displayed quickly in a search view that provides you with a list of all matching records. You can click on a desired record for immediate access to all information contained about the selected Contact. Click here for additional information on searching records in EventsAir. |
| Financials provides you with a quick and intuitive method for viewing payment status and processing payments from your attendees. From this screen, you will be able to process new payments, refunds, track invoices, see an audit trail of all transactions, and process miscellaneous charges and invoices. Click here to view more information on processing payments. |
| Communications provides you with a centralized location to create and send on-the-fly email, text messages and Attendee App messages. Email messages can include plain text, HTML, and Merge Doc emails. Attachments and Blind Carbon Copy (BCC) functions are also supported. |
 | Linking provides you with an easy way to link individual attendee records (or identify a specific attendee) to Agent Groups and specific agents. This is useful when you are working tour arranged groups attending your event or conference. |
| Contact Print provides you with a select of useful print outputs, such as address labels, certificate of attendance, and other print output useful when working with individual attendees. |
| The Change Log provides you with a detailed log of all changes made to specific attendee records. Date, time, user, and details are all provided in cases where you need to back track and see changes made to a specific record. |
 | Attendee Delete will permanently delete the selected attendee record from the EventsAir database. |
Pinning Records
Now that you have brought up a list of attendees, you can simply click on one of the names to view and edit their details. Sometimes, you may wish to keep that attendee's record handy so you can jump back into it at a later time. This is a very common situation for meeting planners.
- You may need to call a hotel about the attendee.
- You may need to research a payment from an attendee.
- You may need to chat with an associate (who may be out of the office at the moment) about an attendee.
If you want to set an attendee's record aside, but have it handy to jump back into without going through another search, simply click on the Pin Icon 
that is to the right of the Attendee name. Your "Pinned" record now appears in the Pinned list that is on the left side of your Attendee Panel. When you come back later in the day to continue editing the record, it is quickly available for your use.
Searching Records
Selecting the Search Icon 
will bring up the Search option. Here, you can search for a specific attendee or a selection of attendees in several different ways:
Quick Search
Quick Search lets you enter a full or partial attendee name or business name as your search term. This is extremely useful if you know a partial name or business name or other detail of the attendee you are searching for. For example, in a large conference of 1000 attendees, you may remember that the attendee you spoke with earlier had a company name of GTC Group. You could simply enter GTC and see a list of attendees who have GTC in their company name.
Filtered Search
There are times that a quick search simply is not the way to find an attendee. You may wish to see a list of attendees from a particular region who are also due to arrive early, or a list of attendees who are registered as speakers. With Filtered Search, you can enter full or partial search criteria in any module of the EventsAir Attendee Record.
Click here to learn more about filtered searches.
For more information:
- Group Management - how to use features within Attendee records
- The various modules within each attendee record (Contact, Notes, Marketing, Communications, Registrations, Agenda, Functions, Accommodation, Travel; and possibly also Presentations, Sponsorship, and CE Courses/CE Credits).
- Dietary Requirements
- Managing Exhibitors
- Sponsorship
- Attendee Tools